Wheelchair tour checklist and planning guide

A wheelchair tour needs more preparation than choosing a route and inviting participants. You need to verify every section for accessibility, arrange permissions and traffic control, and make sure toilets, communication and first aid are covered. This checklist puts the work in a practical order, from recording the date and route to checking signs, radios, drinks and the starting area. It also helps you spot details that are easy to leave until the last week.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Check the route for accessibility
3 people
Apply for a route permit
Arrange traffic control
2 people
Reserve starting location
Check accessible toilets
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Register emergency contacts
2 people
Assign escorts
2 people
Assign traffic posts
2 people
Make route map
Send participant information
2 people
Check the weather forecast
Send the weather forecast to participants
Do the shopping
2 people
Collect materials
3 people
Check materials
2 people
Chill drinks
2 people
Prepare route signs
2 people
Check first aid supplies
Charge walkie-talkies

Event

Make the starting location accessible
4 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the registration desk
2 people
Set up catering
3 people
Put up route signs
4 people
Staff traffic control points
6 people
Brief chaperones
2 people
Receive participants
4 people
Check off registrations
3 people
Hand out wristbands
2 people
Explain the route and safety rules
2 people
Take group photo
2 people
Guide the wheelchair tour
12 people
Staff the rest area
3 people
Hand out water along the route
3 people
Guide participants back
6 people
Unregister participants
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Collect waste
2 people
Check toilets
2 people
Check route signs
2 people
Dismantle traffic posts
6 people
Handle thank-you moment
2 people
See off the last participants
3 people

Aftercare

Clean up catering
3 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Remove route signs
4 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Check materials
2 people
Return materials
2 people
Process lost and found items
Thank participants
2 people
Share photos with permission

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 30
Beer tablesqty 4
Tableclothsqty 6

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Serving spoonsqty 6

Catering

Coolersqty 4
Thermos flasksqty 4
Water jugsqty 6
Drink dispensersqty 3
Groceries

Equipment

Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphonesqty 2
Power banksqty 6
Mobile phonesqty 4

Lighting

LED lanternsqty 8
Flashlightsqty 8

Sports equipment

Traffic conesqty 30
Route arrowsqty 25
Route signsqty 12
Barrier tapeqty 6
Reflective vestsqty 20
Wristbandsqty 80
Clipboardsqty 6
Pensqty 30
Umbrellasqty 10
Fleece blanketsqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 10
Pliersqty 6
Measuring cupsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Cleaning clothsqty 20

Care

First aid kitsqty 2
Disposable glovesqty 2
Hand sanitizerqty 6

Tips

Check the full route before sending invitations, including gradients, narrow sections, crossings and accessible toilets. Mark any problem points on the route map and allow time for a second check after permission or road works.
Start permit and traffic-control requests as soon as the date and route are fixed. Keep the approved route, traffic posts and emergency contacts together so the people using walkie-talkies and mobile phones work from the same information.
Set a registration deadline and ask for dietary requirements and emergency contacts at the same time. Recheck contact details before sending participant information, rather than discovering missing numbers on the event day.
Prepare the starting location for wheelchair users before equipment arrives. Check entrances, turning space, table positions and power access, then test coffee machines, extension cords, power strips and lighting safely.
Do the final weather and equipment check the day before. Chill drinks, charge walkie-talkies and power banks, count route arrows and signs, and place reflective vests, cones and barrier tape where traffic-control teams can collect them quickly.

Frequently asked questions

How far in advance should I plan a wheelchair tour?: Fix the date and provisional route at least 8 to 12 weeks ahead. Use that lead time for accessibility checks, permits, traffic control, an accessible starting location and participant registrations.
How do I check whether a wheelchair tour route is accessible?: Inspect the complete route in person at least twice: once during planning and once within 7 days of the tour. Check surface quality, slopes, crossings, widths, obstacles, rest points and accessible toilets, then record problem areas on the route map.
When should I send wheelchair tour information to participants?: Send the main participant information at least 7 days before the tour, after registrations and emergency contacts have been checked. Send a weather update again 24 to 48 hours before the start if conditions may affect the route.
What should I check on the morning of a wheelchair tour?: Allow at least 2 hours before departure for the starting-location access check, sign placement, first-aid supplies, radio and phone charging, drink setup and volunteer briefing. Confirm traffic posts and escorts before participants arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.